Billing - Process and Post a Billing Batch

Pathway: Accounting > Billing

This article outlines the process of processing and posting a billing batch. Before proceeding with billing, it is recommended to review the Pre-Billing workflow article to avoid any billing errors.

The Process Billing option will only display for billing batches that are in a 'Not Started' status.

Permissions

The following permissions are required to view, process and post billing batches:

Prerequisites:

Consider reviewing the Pre-Billing items to prevent billing errors and revenue loss.

Pre-Billing Workflow

Process a Billing Batch

After completing the Pre-Billing review, and addressing any issues to prevent errors or revenue loss, 'Process Billing' can begin. Batches that are in a 'Processed' status will offer additional right-click options: Billing Analysis and View Details, as further detailed in the sections below.

Right-click within the row of a batch in a 'Not Started' status, and select "Process Billing" from the popup that appears.
- This will prompt a Confirmation popup; select 'Yes' to proceed with the billing processing.
Once the screen has finished processing, the batch's status will be updated to 'Processed.'
Optional: Right-click on the processed batch to review the Billing Analysis and View Details screens.

Billing Analysis

Billing Analysis is available for batches in a 'Processed' or 'Posted' status. From this screen, users can analyze a batch by switching between the different analysis 'Types.'

View Details

The "View Details" option is accessible for batches in either a "Processed" or "Posted" status, offering a convenient way to review the details of the invoices contained within the batch. A "Display" drop down menu enables the selection of invoices based on specific criteria for viewing.

Reverse a Batch or Invoice

In the event a processed batch needs to be reversed, a "Reverse" option is available. However, if only select invoices need to be reversed and the batch can remain in a Processed status, the option to manually reverse single invoices is also available.

Reverse a Full Batch

Reverse a Single Invoice

Post a Billing Batch

The 'Post' option is available for selection when the batch's status is 'Processed.' Once a batch has been posted, the posting status in the work order will reflect a billed status, preventing users from making any changes to it.

Right-click within the row of the batch.
Select Post from the drop down menu that displays.
- This will prompt a Confirmation popup; select 'Yes' to proceed with the posting.
Once the batch has posted, "Posted" will display in the Status column for the batch.

Un-post a Posted Batch

If a batch was accidentally posted, the option to un-post and return it to the previous 'Processed' status is available.

Process Auto Pay

When you are ready to process auto-pay, review the following Auto Pay articles to guide you through the process:

Mark Batch 'Completed'

Marking a batch 'Completed' moves it from the Pending and In Process tab and over to the History tab. In order to mark a billing batch as 'Completed', the following must be true:

Notifications have been sent (if any).
Auto Pay has been processed (if any).

Billing Screen Overview

Create a Billing Batch

Pre-Billing Workflow

Export a Billing Batch (Including Setup)

Permission ID	Permission Name
109	View Billing
110	Add Billing Batch
111	Post Billing Batch

Type	Description
Bill Batch Summary	Provides a breakdown of accounts, sites, invoices and work orders for the batch.
Billing Comparison	Provides a monthly comparison of the amount a site was invoiced beginning with the most recent invoice.
Change Report	Provides a summary of service changes (increases, decreases and other changes).
Lost Business	Limits the screen to only display invoices of accounts where service has ended.
New Business	Limits the screen to only display invoices of new business.
Zero Amount Work Orders	Only displays invoices with a work order that is billing for a $0 amount.

Display Option	Description
All Invoices	Default option and displays all invoices in the batch.
Invoices with a Rate Increase	Filters to only display the invoice of accounts that have had a rate increase. If a rate increase is detected, a green icon indicator will display within the row of the invoice.
Invoices with a Rate Decrease	Filters to only display the invoice of accounts that have had a rate decease. If a rate decrease is detected, an icon indicator will display within the row of the invoice.
Invoices with a Service Change	Filters to only display the invoice of accounts that have a service change. If a service change is detected, a blue icon indicator will display within the row of the invoice.
Invoices with a Zero Rate	Filters to only display invoices that are billing for a $0 amount.
Invoices with an Invoice Message	Filters to only display invoices that have a message attached to them. A message icon is displayed within the row of the invoice to indicate a message is attached to it.